Charter and Bylaws

CHARTER

Section I: Name and Membership

All Dayton campus Wright State University (WSU) unclassified personnel, including hourly unclassified, shall be defined as unclassified staff. The Unclassified Staff Advisory Council (USAC) shall be composed of members elected from the unclassified staff.

Section II: Purpose

The purpose of USAC shall be to represent its members to WSU by:

  • Promoting their general welfare;
  • Advocating for unclassified staff through active participation in university governance structure;
  • Making recommendations on relevant WSU policies and procedures;
  • Encouraging and facilitating communication among members; and
  • Encouraging professional development opportunities.

Furthermore, one of the prime responsibilities of USAC shall be to serve the educational community. This shall include creating and maintaining an environment conducive to the teaching, learning, research, and service functions at WSU. The recommendations of USAC shall be submitted to the University President or their designee.

BYLAWS

Section I: Membership

All unclassified staff shall be eligible to vote in the election of USAC members, serve, and hold offices. The membership of USAC shall be composed of a minimum of 12 elected voting members. USAC members shall be elected for three-year terms, with one-third (four members) typically being elected each year in accordance with Section II: Elections. USAC members may not hold consecutive three-year terms, but members appointed to partial replacement terms are eligible to run for their own terms.

Section II: Elections

Election of USAC Members

Elections will be held annually. The term of service shall begin and end with the fiscal year (July 1 through June 30th). All unclassified staff members who are not currently serving on USAC are eligible to run for election including USAC members whose partial replacement terms are ending.

Candidates for election will be selected by a nomination ballot, which will include the names of all eligible unclassified staff, no later than the end of April. Nominated individuals will be offered the opportunity to decline their nomination.

By the end of May, each unclassified staff member will receive an electronic ballot and may vote for up to three candidates. The candidates with the highest number of votes will serve full terms. Appointments of new USAC members will be announced by the end of May.

The opportunity to serve replacement terms will be offered as needed to the candidate with the next highest number of votes from the last annual election. In the case of a tie, a special election will occur between those candidates. If no replacement candidates agree to serve, the vacancy will be filled at the next annual election.

Election and Designation of Officers

Officers of USAC shall consist of a chair, chair-elect, immediate past chair, secretary, and secretary-elect. The chair-elect and secretary-elect are elected annually from among the USAC members. Their selection shall follow the annual election of USAC members and occur by the end of June, preceding the start of the next fiscal year.

All newly elected and outgoing members may be elected to serve as officers and vote on the selection of officers, but only current members may vote on all other matters. Voting for officers shall occur by written or electronic ballot. In the case of a tie, the tie-breaking procedure in Section VI: Meetings will be followed.

At the beginning of each new fiscal year, the outgoing chair shall be designated the immediate past chair, the chair-elect shall be designated chair, and the secretary-elect shall be designated secretary.

Resignation from Office

Resignation from office shall be presented to the remaining officers in writing. Vacancies of office shall be filled as follows:

Resignation of Chair or Secretary

The succession of the chair-elect or the secretary-elect shall be applied. The replacement will fill the remainder of the unexpired term and succeed to office in the following fiscal year.

Resignation of Chair-Elect or Secretary-Elect

The remaining officers will call for a special replacement election at the next regular USAC meeting. The elected replacement will fill the remainder of the unexpired term. The elected replacement will succeed to chair or secretary, as appropriate, in the next fiscal year unless the current chair or secretary are also serving replacement terms. If so, the elected replacement will continue as chair-elect or secretary-elect in the next fiscal year.

Resignation of Immediate Past Chair

The officers may invite a previous chair to serve as a non-voting advisor.

Section III: Duties of Officers and Members

Officers

The chair and secretary shall be responsible for maintaining the USAC budget in consultation with USAC members and in accordance to WSU policy. All five officers shall be responsible for appointing, or recommending to the university president or their designee, USAC members to serve as representatives on university committees or task forces; take responsibility to fill vacant but unexpired terms of members as described in Section II: Elections; and serve as representatives to the WSU Staff Council.

Chair

The chair shall preside at all USAC meetings; represent the unclassified staff to all appropriate bodies and individuals; hold regular meetings with the other officers in preparation for USAC meetings and at other times as needed; be responsible for acquainting new members with their duties and providing an annual review of USAC activities; and serve as co-chair to the WSU Staff Council.

Chair-Elect

The chair-elect shall assume all responsibilities of the chair as needed due to absence or resignation.

Immediate Past Chair

The immediate past chair shall attend USAC meetings and the meetings of USAC officers to provide advice and continuity.

Secretary

The secretary shall distribute USAC meeting agendas; record attendance; maintain a record of all meetings, current bylaws, and documented procedures; maintain candidate eligibility for the general election; document voting records, including tallying any written or roll-call votes taken during meetings; assist with correspondence; maintain USAC website and distribute USAC or officer-approved communications to all unclassified staff.

Secretary-Elect

The secretary-elect shall assume all responsibilities of the secretary as needed due to absence or resignation; assist the secretary as needed; and serve as secretary to the WSU Staff Council.

Members

All USAC members, whether elected or appointed, shall attend regularly scheduled meetings, sending their regrets to the chair and secretary prior to an expected absence. Each member shall serve on at least one committee each year of their term.

Section IV: Appointed Positions

The officers shall appoint or recommend unclassified staff to serve on university committees or task forces.

The term of service for representatives on university committees or task forces shall be set by the bylaws of the applicable committee. If no length of term is specified, service shall be for one fiscal year. Representatives shall not serve more than two consecutive terms. Replacement representatives, if needed, shall complete the length of the original term, but are eligible for appointment to their own term of service.

The officers may appoint USAC members to serve on internal committees (those run by USAC members, including Charter and Bylaws; Communications and Marketing; Compensation, Benefits and Equity and Elections), provide increased input and communication with special constituencies, or serve on task forces as needed. The term of service shall be a minimum of one year.  USAC members serving on university-wide committees shall provide updates to the USAC membership at regularly-scheduled meetings..

WSU Staff Council

The chair, chair-elect, immediate past chair, secretary, and secretary-elect shall serve as representatives to the WSU Staff Council.

Section V: Removal from USAC

Any officer or voting member of USAC may initiate a petition to remove another officer or USAC member for failure to fulfill the duties of the position or for conduct detrimental to the best interest of USAC or WSU. The petition must be signed by half of the voting members to bring action. The petition shall be made available to the person whose conduct is under review at least two weeks before the USAC meeting to consider the action. An officer who is not under review will preside over the discussion in this succession: chair, chair-elect, immediate past chair, secretary, and secretary-elect. The petitioners shall present their case first, and the officer or member will be heard second. Eight voting members are required to approve removal.

Section VI: Meetings

USAC meetings shall be held monthly and are open to the public. Meeting dates and locations shall be published on the USAC website. All official business requiring a majority vote by the elected USAC membership shall be conducted at regularly-scheduled meetings with proper notice.

The chair, chair-elect, or any six USAC members may call additional or special meetings. The chair, at the written request of 50 unclassified staff, shall call a special meeting. Announcements of such meetings shall be made available to all unclassified staff at least two weeks prior to the meeting.

QUORUM

A quorum is the number of voting members who must be present in order to conduct official business.  More specifically, a quorum equals a minimum of 55% of elected USAC members.

Voting

All recommendations of USAC shall be approved by vote, including changes to the bylaws or to documented procedures. Voice votes shall be the norm, unless otherwise requested or specified in the bylaws. Any USAC member may request a written or roll call vote. USAC members elected to a current term of service are eligible to vote. Outgoing members are only allowed to vote in officer elections. See Section II: Elections. The presence and approval of the majority of the voting members, excluding those who have resigned or are on leave of absence, are required to confirm recommendations or conduct other official business. See Section II:  Elections for further clarification related specifically to elections.

Tie-Breaking

In the case of a tie, the USAC chair will cast a vote. 

Section VII: Authorities

This charter and bylaws and other applicable policies and procedures of WSU and the State of Ohio shall govern USAC. To promote equity of membership and efficiency of business and meetings, Robert's Rules of Order shall be utilized; however, the USAC chair has discretion to conduct meetings in a less formal manner.

SECTION vIII: aMENDING BYLAWS

USAC shall have the authority to establish and amend the bylaws in consultation with the university president or designated representative. Bylaws and Charter committee can make recommendations to USAC membership with proper notice and require a 2/3 majority vote.

President Kegerreis approved the original charter as noted in the Proceedings of the Board of Trustees, Volume XVII, and dated June 1, 1984.

Original: June 19, 1984
Revised: February 1989
March 1995
April 2000
November 2002
March 2004
March 2008
May 2013
January 2017
November 2018